1. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
excel 2010
Chapter 1Chapter 1
Getting StartedGetting Started
with Excel 2010with Excel 2010

2. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
Getting Started with Excel 2010Getting Started with Excel 2010
• Skill 1.1 Introduction to Microsoft Excel 2010
• Skill 1.2 Entering and Editing Text and Numbers in Cells
• Skill 1.3 Wrapping Text in Cells
• Skill 1.4 Inserting Data Using
AutoFill
• Skill 1.5 Inserting and Deleting Cells
• Skill 1.6 Applying Formatting to Cells
• Skill 1.7 Changing Fonts
• Skill 1.8 Applying Cell Styles
• Skill 1.9 Applying Number Formats
• Skill 1.10 Applying Date Formats
• Skill 1.11 Entering Simple Formulas
• Skill 1.12 Adding Borders
• Skill 1.13 Adding Shading
• Skill 1.14 Using Format Painter with
Excel
• Skill 1.15 Using Paste Options
• Skill 1.16 Using Find and Replace in
Excel
• Skill 1.17 Clearing Cell Content
• Skill 1.18 Changing the Zoom Level
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3. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
Excel Skill 1.1Excel Skill 1.1
Introduction to Microsoft Excel 2010Introduction to Microsoft Excel 2010
• Microsoft Excel 2010 is a spreadsheet program in which
you enter, manipulate, calculate, and chart numerical and
text data.
• An Excel file is referred to as a workbook.
• A workbook is a collection of worksheets.
• Each worksheet (also called a “sheet”) is made up of rows
and columns of data on which you can perform
calculations.
• It’s these calculations that make Excel such a powerful
tool.
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4. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
Basic Elements of a Microsoft Excel WorkbookBasic Elements of a Microsoft Excel Workbook
• Worksheet —an electronic ledger where you enter data.
• Row —a horizontal group of cells. Rows are identified by numbers.
• Column —a vertical group of cells. Columns are identified by letters.
• Cell —the intersection of a column and a row.
• Formula Bar —data entry area.
• Name Box — displays the address of the selected cell.
• Status Bar —displays information about the selected data.
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5. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
Excel Skill 1.2Excel Skill 1.2
Entering and Editing Text and Numbers in CellsEntering and Editing Text and Numbers in Cells
• The most basic task in Excel is entering data in your
workbook.
– Entering numerical data is as easy as typing a number in a cell.
Numbers can be displayed as dates, currency values,
percentages, and other formats.
– Adding text headers to your rows and columns creates the
structure for you to enter data into your workbook.
• Excel gives you different ways to edit the data in your
worksheet.
– If you want to change the contents of the entire cell, use Ready
mode.
– If you want to change only part of the cell data, use Edit mode.
– The status bar, located at the lower-left corner of the Excel
window, displays which mode you are in—Ready or Edit.
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6. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
1. Click the cell where you want
the data to appear.
2. Type the number or text.
3. Press the Enter key or the
Tab key to move between
cells.
• Press Enter to move the
cursor down one cell.
• Press Tab to move the
cursor to the right one cell.
If there were any old contents in
the cell, the old contents are
completely removed and
replaced with what you’ve
typed.
To Enter or Edit Data in a Cell Using the Ready ModeTo Enter or Edit Data in a Cell Using the Ready Mode
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7. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
1. Double-click the cell you want to change.
2. You should now see a blinking cursor in the cell.
3. Move the cursor to the part of the entry you want to change
and make your changes.
• Use the Backspace key to delete characters to the left of
the cursor.
• Use the Delete key to delete characters to the right of
the cursor.
• Click-and-drag your mouse to select a section of text to
delete.
1. Press Enter or Tab when you are finished making
changes.
To Change Data in a Cell Using the Edit ModeTo Change Data in a Cell Using the Edit Mode
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8. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
Excel Skill 1.3Excel Skill 1.3
Wrapping Text in CellsWrapping Text in Cells
• When you type text in a cell, the text will appear to continue to
the right as far as it can until there is another cell that contains
data. At that point, the text will appear to be cut off.
• If your worksheet includes cells with more text than will
comfortably fit in the cell, you should use the wrap text feature.
– When wrap text is enabled for a cell, the text in the cell will
automatically wrap to multiple lines, just as a paragraph would.
– The text wrapping feature only works for cells that contain text.
– If a column is too narrow to display its numerical data, Excel will
not wrap it. Instead, the cell will show a series of # symbols,
indicating that the cell contains numerical data, but the column is
too narrow to display it.
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9. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
1. On the Home tab, in the
Alignment group, click the
Wrap Text button.
2. Notice the button appears
selected when text wrapping
is active for the cell.
3. To turn off text wrapping in a
cell, click the Wrap Text
button again to deselect it.
To Wrap Text in a CellTo Wrap Text in a Cell
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10. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
Excel Skill 1.4Excel Skill 1.4
Inserting Data Using AutoFillInserting Data Using AutoFill
• Use the AutoFill feature to fill a group of cells with the same data or to
extend a data series.
– AutoFill copies the same value or formula to a group of cells at once.
– AutoFill is much more efficient than using copy-and-paste over and over.
• If you have a group of cells with similar data in a series, AutoFill can
extend the series automatically. A data series is any sequence of
cells with a recognizable pattern:
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11. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
1. Enter the data you want in the
first cell.
2. If you want to fill a series of
cells with that same value,
skip to step 5.
3. Enter the second value of the
series in an adjacent cell.
4. Select the cell(s) to base the
series on. (Click the first cell.
Then holding S click the last
cell you want to select.)
5. Click and drag the Fill
Handle in the direction you
want to fill the series.
6. Release the mouse button
when you have highlighted
the last cell you want to fill.
To Use theTo Use the Fill HandleFill Handle ToolTool
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12. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
Excel Skill 1.5Excel Skill 1.5
Inserting and Deleting CellsInserting and Deleting Cells
• When you insert a new cell, you have the option to shift the
existing cells to the right or down, allowing you to place the
new cell exactly where you want it.
• Inserting and deleting cells may have unexpected
consequences.
– Be careful not to delete cells that are referenced in formulas. Even
though a new value may shift into the original cell’s position, the
formula will still be looking for the original cell (now deleted),
causing an invalid cell reference error.
– When you insert a cell, any formulas referencing the cell address
will update to reflect the new position of the original cell. Even if the
formula uses absolute cell references, it will still update to reflect
the updated cell reference
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13. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
To insert a cell:
1.On the Home tab, in the Cells
group, click the Insert button
arrow.
2.Click Insert Cells. . .
3.Click the Shift cells right or
Shift cells down radio button.
4.Click OK.
To delete a cell:
1.On the Home tab, in the Cells
group, click the Delete button
arrow.
2.Click Delete Cells. . .
3.Click the Shift cells left or
Shift cells up radio button.
4.Click OK.
To Insert or Delete a CellTo Insert or Delete a Cell
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14. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
Excel Skill 1.6Excel Skill 1.6
Applying Formatting to CellsApplying Formatting to Cells
• Well-formatted spreadsheets have consistent
formatting.
• You can apply common formatting to cells, such as
bold, italic, and underline, to emphasize cells in your
workbook.
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15. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
To apply bold formatting:
•On the Home tab, in the Font
group, click the Bold button.
To apply italic formatting:
•On the Home tab, in the Font
group, click the Italic button.
To apply underline formatting:
•On the Home tab, in the Font
group, click the Underline
button.
•You can also click the arrow
next to the Underline button to
expand the underline options and
apply the double-underline style.
To Apply Bold, Italic, or Underline FormattingTo Apply Bold, Italic, or Underline Formatting
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16. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
1. Click the dialog box
launcher in the Font group.
2. In the Format Cells dialog box
box, in addition to bold,
italics, and underline, you can
apply additional character
effects, including
strikethrough, superscript,
and subscript.
3. Choose the character effects
you want.
4. Click OK.
To Apply Additional Character EffectsTo Apply Additional Character Effects
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17. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
To change the font,
1.On the Home tab, in the Font
group, click the arrow next to the
Font box to expand the list of
available fonts.
2.Select the font you want.
To change the font size,
1.On the Home tab, in the Font
group, click the arrow next to the
Font Size box.
2.Select the size you want.
To change the font color,
1.On the Home tab, in the Font
group, click the arrow next to the
Font Color button to expand the
color palette.
2.Select the color you want.
Excel Skill 1.7Excel Skill 1.7
Changing FontsChanging Fonts
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18. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
The font color palette is divided into
three parts:
•Top Part - Automatic color choice
(black or white, depending on the
color of the background).
•Middle Part - the colors included in
the theme that is applied to the
workbook. These colors are designed
to work together and complement
each other.
•Bottom Part - the standard colors
(dark red, red, orange, etc.) These
colors are always available, no matter
what theme is in use.
You can pick a custom color by
clicking More Colors . . . from the
bottom of the font color palette.
The Font Color PaletteThe Font Color Palette
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19. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
Excel Skill 1.8Excel Skill 1.8
Applying Cell StylesApplying Cell Styles
• A style is a combination of effects that can be applied
at one time.
• Styles can include formatting such as:
– Character effects
– Background color
– Typefaces
– Number formatting
• Excel 2010 includes an extensive gallery of prebuilt
cell styles.
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20. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
1. Select the cell or cells you
want to apply the style to.
2. On the Home tab, in the
Styles group, click the Cell
Styles button.
3. Click the style you want to
apply to your cells.
To Apply a Cell StyleTo Apply a Cell Style
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21. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
1. On the Home tab, in the Styles
group, click the Cell Styles
button.
2. Click New Cell Style . . .
3. Type the name of your style in
the Style name: box.
4. Click the Format . . . button to
open the Format Cells dialog box.
5. In the Format Cells dialog box,
set the formatting for your new
style, and then click OK.
6. In the Style dialog box, click
check boxes for formatting types
to include in your style (number
format, alignment, etc.).
7. Click OK to save the new cell
style. The style will appear in the
Cell Styles gallery.
To Create Your Own Customer Cell StyleTo Create Your Own Customer Cell Style
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22. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
Excel Skill 1.9Excel Skill 1.9
Applying Number FormatsApplying Number Formats
• Formatting numbers changes the appearance of the data but doesn’t
change the numerical values.
• The formatted number is displayed in the cell; the actual value is
displayed in the formula bar.
• The Number Group
– Comma Style button - display value with a thousands separator.
– Accounting Number Format button - choose an alternate currency format.
– Percent Style button - display the value as a percentage.
– Increase Decimal and Decrease Decimal buttons - increase or decrease
the number of digits that appear to the right of the decimal point.
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23. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
Applying Number FormatsApplying Number Formats
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24. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
• In the Number group, click the
Number Format arrow above
the buttons to display the
Number Format menu.
• Click the More Number
Formats . . . to open the
Format Cells dialog box to the
Number tab.
• Select from even more
number formats & customize
any format, including:
• adding color
• specifying the number of
decimal places to display
• setting whether or not
negative numbers should
be enclosed in
parentheses
Common Number FormatsCommon Number Formats
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25. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
Excel Skill 1.10Excel Skill 1.10
Applying Date FormatsApplying Date Formats
Two number formats available from the Number Format menu:
•Short Date —Applies a simple format displaying the one or two-digit number
representing the month, followed by the one- or two-digit number representing the
day, followed by the four-digit year (9/5/2011).
•Long Date —Applies a longer format displaying the day of the week, and then
the name of the month, the two-digit date, and the four-digit year (Monday,
September 05, 2011).
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26. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
1. Select More Number
Formats . . . from the
Number Format list.
2. In the Format Cells dialog
box, from the Number tab, if
necessary, click Date in the
Category: list. Excel offers a
variety of prebuilt date
formats to choose from.
3. Notice that as you click each
format in the Type: list, the
Sample box shows how the
active cell will display with the
selected format.
4. Click the date format you
would like, and click OK.
To Use a Different Date FormatTo Use a Different Date Format
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27. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
Excel Skill 1.11Excel Skill 1.11
Entering Simple FormulasEntering Simple Formulas
• A formula is an equation used to calculate a value.
• A formula can:
– Perform a mathematical calculation (e.g., displaying the sum of 35
+ 47)
– Calculate a value using cell references:
• Displaying the sum of the values of cells A3 + B3 or
• Calculating the product of the value of cell A3 * 3.
• Formulas always begin with an equal sign ( = ).
• Formulas may include functions.
– Functions are preprogrammed shortcuts for calculating complex
equations.
– Most functions require you to provide input called arguments.
– Arguments are the parts of the formula that the function uses to
calculate the value.
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28. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
1. Click the cell in which you
want to enter the formula.
2. Type = .
3. Type the formula.
4. To add a cell reference to a
formula, you can type the cell
address or click the cell.
5. Press Enter.
To Enter a FormulaTo Enter a Formula
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29. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
Excel Skill 1.12Excel Skill 1.12
Adding BordersAdding Borders
• Add borders to your workbook to emphasize a cell or
group of cells.
• Use borders to make your workbook look more like a
desktop publishing form, or to follow accounting
conventions such as using a double-underline for cells
displaying totals.
• The Borders button displays the most recently used
border style.
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30. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
To add borders:
1.Select the cell(s) you want to
add a border to.
2.On the Home tab, in the Font
group, click the Borders button
arrow and select the border style
you want.
To remove borders:
1.Select the cell(s) you want to
remove the borders from.
2.On the Home tab, in the Font
group, click the Borders button
arrow and select No Border from
the list of border styles.
To Add or Remove BordersTo Add or Remove Borders
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31. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
Excel Skill 1.13Excel Skill 1.13
Adding ShadingAdding Shading
• Another way to emphasize cells in your workbook is to add
shading.
• Shading is often used to:
– Differentiate alternating rows in a large table.
– Make the heading row stand out.
• If you use a dark color for shading, change the font color to
white or another light color.
• Avoid overusing shading and using too many colors in your
workbook.
• Shading should be used for emphasis and to make the
workbook easier to read, not just to make the workbook
more colorful.
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32. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
To add shading:
1.Select the cell(s) you want to
add shading to.
2.On the Home tab, in the Font
group, click the Fill Color button
arrow to display the color palette.
3.Click the color you want.
To remove shading:
1.Select the cell(s) you want to
remove shading from.
2.On the Home tab, in the Font
group, click the Fill Color button
arrow to display the color palette.
3.Click No Fill to remove the fill
color from the selected cells.
To Add Shading to Your WorkbookTo Add Shading to Your Workbook
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33. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
Excel Skill 1.14Excel Skill 1.14
Using Format Painter with ExcelUsing Format Painter with Excel
• A professional, well-organized workbook uses
consistent formatting.
• Use the format painter tool to copy formatting from
one part of a worksheet to another, rather than trying
to recreate the exact combination of font color and
size, number formatting, borders, and shading to
reuse.
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34. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
1. Select the cell that has the
formatting you want to copy.
2. On the Home tab, in the
Clipboard group, click the
Format Painter button.
3. Click the cell where you want
to apply the formatting.
• To apply the formatting to a
range of cells,
1. Click the first cell in group.
2. Hold down the left mouse
button and drag across
the cells.
3. Release when you reach
the last cell.
4. The formatting is
automatically applied to the
selected cell(s).
To UseTo Use Format PainterFormat Painter
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35. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
When pasting data into Excel,
•Use the default Paste option to
insert the copied data (including
formulas and formatting) into the
selected cell, or
•Select from the paste options to
control more precisely what is
pasted.
Excel Skill 1.15Excel Skill 1.15
Using Paste OptionsUsing Paste Options
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36. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
When your source includes
formulas, you also have the
option to paste the calculated cell
values without pasting the
underlying formulas.
Pasting the Calculated Cell ValuesPasting the Calculated Cell Values
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37. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
The final group of paste options
provides alternatives to pasting
the actual contents of one cell
into another.
Pasting the Actual Contents of a CellPasting the Actual Contents of a Cell
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38. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
1. On the Home tab, in the
Clipboard group, click the
bottom part of the Paste
button (the Paste button
arrow ) to expand the Paste
Options menu.
2. Move your mouse over the
icon for each paste option to
see a preview of how the
paste would look, and then
click the icon for the paste
option you want.
To Use theTo Use the PastePaste button on the Ribbonbutton on the Ribbon
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39. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
Excel Skill 1.16Excel Skill 1.16
Using Find and Replace in ExcelUsing Find and Replace in Excel
• All of the Microsoft Office applications include Find
and Replace commands that allow you to search for
and replace data in your file.
• In Excel, these commands can be used to not only
find and replace text, but also numbers in values and
formulas in a single worksheet or across an entire
workbook.
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40. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
1. On the Home tab, in the Editing
group at the far right side of the
Ribbon, click the Find & Select
button.
2. From the Find & Select menu,
click Find . . .
3. The Find and Replace dialog
box opens, with the Find tab on
top.
4. Type the word, phrase, or
number to find in the Find what:
box.
5. Click the Find All button. When
you click Find All, Excel displays
a list detailing every instance of
the data— worksheet, cell
address, the value of the cell,
and the formula (if there is one).
To Find the Data You Want to ReplaceTo Find the Data You Want to Replace
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41. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
1. Click the Replace tab.
2. Excel keeps the data you
typed in the Find what: box.
Now type the replacement
text or values in the Replace
with: box.
3. Click the Replace button to
replace one instance of the
data at a time, or click
Replace All to replace all
instances at once.
4. Excel displays a message
telling you how many
replacements were made.
Click OK to dismiss the
message.
5. Click Close to close the Find
and Replace dialog box.
To Replace the DataTo Replace the Data
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42. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
Excel Skill 1.17Excel Skill 1.17
Clearing Cell ContentClearing Cell Content
• To remove the contents of a cell without removing the
cell from the structure of your workbook, you will need
to clear the cell.
• In Excel, when you clear a cell, you remove its
contents, formats, comments, and hyperlinks, but the
blank cell remains in the worksheet.
• Clearing a cell does not affect the layout of your
worksheet.
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43. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
1. Select the cell you want to
clear of formats or contents.
2. On the Home tab, in the
Editing group, click the Clear
button.
3. Click the command for the
type of formatting or contents
you want to remove from the
cell.
To Clear a CellTo Clear a Cell
• Clear All —clears all cell contents and formatting
& deletes any comments or hyperlinks attached to
cell.
• Clear Formats —clears only cell formatting &
leaves cell contents, comments, and hyperlinks.
• Clear Contents —clears only contents (including
hyperlinks) & leaves cell formatting and comments.
• Clear Comments —deletes any comments
attached to cell while leaving cell contents,
formatting, and hyperlinks intact.
• Clear Hyperlinks —removes hyperlink action from
cell without removing content or hyperlink style of
formatting.
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44. askillsapproach
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Excel Skill 1.18Excel Skill 1.18
Changing the Zoom LevelChanging the Zoom Level
• Use the zoom slider in the lower-right corner of the
window to zoom in and out of a worksheet, changing
the size of text and images on screen.
• As you move the slider, the zoom level displays the
percentage the worksheet has been zoomed in or
zoomed out.
• Zooming a worksheet only affects how the worksheet
appears on screen. It does not affect how the
worksheet will print.
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45. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
To zoom in on a worksheet,
making the text and graphics
appear larger:
•Click and drag the zoom slider
to the right.
•Click the Zoom In button on the
slider.
To zoom out of a worksheet,
making the text and graphics
appear smaller:
•Click and drag the zoom slider
to the left.
•Click the Zoom Out button on
the slider.
To Zoom In or Out on a WorksheetTo Zoom In or Out on a Worksheet
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46. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
On the View tab, the Zoom group includes buttons for two of the most common
zoom options:
•Click the Zoom to Selection button to zoom in as close as possible on the
currently selected cell(s).
•Click the 100% button to return the worksheet back to 100% of the normal size.
The Zoom Group buttonsThe Zoom Group buttons
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47. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
Getting Started with Excel 2010 RecapGetting Started with Excel 2010 Recap
• Skill 1.1 Introduction to Microsoft
Excel 2010
• Skill 1.2 Entering and Editing Text
and Numbers in Cells
• Skill 1.3 Wrapping Text in Cells
• Skill 1.4 Inserting Data Using
AutoFill
• Skill 1.5 Inserting and Deleting Cells
• Skill 1.6 Applying Formatting to Cells
• Skill 1.7 Changing Fonts
• Skill 1.8 Applying Cell Styles
• Skill 1.9 Applying Number Formats
• Skill 1.10 Applying Date Formats
• Skill 1.11 Entering Simple Formulas
• Skill 1.12 Adding Borders
• Skill 1.13 Adding Shading
• Skill 1.14 Using Format Painter with
Excel
• Skill 1.15 Using Paste Options
• Skill 1.16 Using Find and Replace in
Excel
• Skill 1.17 Clearing Cell Content
• Skill 1.18 Changing the Zoom Level
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